Description

Executive Administrative Assistant - Full-time
Department:  Public Works
Hourly: $15.36 - $17.15     
Annually: $31,943 - $35,662
 

Job Summary:

The City of Stephenville is seeking a full-time position working under the direction of the Public Works Director. This is a position with some responsibility for the planning, organization, and direction of the City’s Public Works Department, which includes: Water, Sewer, Streets, Drainage, Landfill, Domestic Refuse Collection coordination, and familiarity with state reporting. The employee must use some judgement in interpreting or adapting the guidelines to specific work situations and in determining the applicable guidelines.

This position is responsible for varied work involving the performance of delegated administrative details. Work involves responsibility for providing administrative support to the Public Works Director. Work requires the exercise of considerable initiative, independent judgement, and discretion in answering calls, speaking with visitors, responding to requests for information, and general public relations activities. Work is performed under minimum supervision within established policies, procedures, and regulations, and is reviewed for the achievement of desired results.

Duties/Responsibilities:

Duties may include, but are not limited to, the following:

Provide highly responsible administrative and technical support to the Public Works Director and other supervisory staff within the department.
Maintain calendar of activities and events for the department; schedule appointments, arrange meetings, facilities, and services; schedule training and travel arrangements, and prepare itineraries and reminders to staff.
Coordinate and maintain state reporting for the Public Works Department.
Assist in coordinating, planning, and organizing city-related functions as assigned.
Prepare a variety of memorandums, letters, correspondence, reports, notices, and documents as assigned; complete various forms and applications; prepare and distribute reports for review.
Assist in processing financial documents for the Public Works Department including purchase requests, invoices, and travel expenses.
Provide customer service, including answering and screening telephone calls and visitors for the Public Works Department, relay messages to staff as necessary.
Assist in issuing permits/vouchers for the Public Works Department.
Answer questions and provide information to the public; receive and resolve citizen complaints or refer to the appropriate department for resolution; respond to public information requests as requested.
Perform bookkeeping activities as required.
Prepare and maintain a variety of files and filing systems; prepare, maintain, and update various records, including computerized data; research and verify information as requested.
Collect and prepare all billing for the Public Works Department.
Review receiving reports, requisitions, purchase orders, invoices, and purchasing card transactions for accuracy of the information, save in respective filing system.
Receive, sort, and distribute incoming and outgoing mail and correspondence. 
Coordinate bids and other contract documents for various department projects.
Serve as the initial contact for grant searches, applications, and administration, and maintain certifications.
Stay current on the availability of eligible grants, along with the steps needed to stay compliant with the rules set forth by both federal and state regulatory departments.
Establish and maintain cooperative working relationships with all contacted in the course of work.
Search files, records, and available databases quickly and accurately.
Prepare clear and accurate correspondence (including emails), documents, and reports.
Prioritize and organize various assignments to produce efficient results. 
Perform related duties as assigned.

 Skills, Knowledge, and Abilities:

Skills in organizing, planning, and preparing materials and evaluating goals and objectives.
Ability to communicate, understand, and follow written and oral instructions effectively in the English language with proper spelling, grammar, and punctuation.
Provide exceptional customer service in response to guest inquiries and/or complaints and telephone etiquette.
Provide tactful and appropriate responses to inquiries from the public and other departments or agencies, including, but not limited to city departments, state and federal agencies, and private companies.
Skills in modern office procedures, methods, and equipment including computers, printers, calculators, and other office equipment.
Computer proficiency in the use of Microsoft Office, including Word, Excel, and Outlook applications.
Education, Experience and Minimum Qualifications:

Must have a valid Texas driver’s license, and currently have and maintain a satisfactory driving record.
Must have a High School Diploma or equivalent.
Must have minimum of two (2) years of increasingly responsible administrative experience or general clerical work or related field.
Must pass a background investigation and drug test.
 
Physical Requirements:

This position requires the ability to stand or sit for extended periods of time in the day-to-day functions of the position. The position may also require repetitive hand movement from time to time and fine coordination in typing documents using a computer. Must be able to lift, drag, hold, pull, push, and carry objects weighing up to 30 lbs. (such as file storage boxes), assisting other employees in the office, and moving or removing stored records. Position also requires the ability to communicate effectively, courteously, and clearly in English, verbally and in writing with staff and the public.

Work Environment:

The majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”

Requirements

See Job Description above.

Applicants are asked to complete and application on our city website for faster response.  Please copy and past the link below into Google Chrome. 

https://lf.stephenvilletx.gov/Forms/empapp